The University of Cincinnati is a state institution with its own Board of Trustees. We competitively bid much of what we buy. Generally, bidding is conducted electronically (phone, fax, e-mail) for small dollar purchases, and in writing for larger requirements. Buyers will select prospective bidders in a number proportionate to each expenditure, ordinarily choosing firms that they evaluate as offering a maximum effort in competition and service. At thirty thousand dollars, advertisements are placed in two local newspapers. As a State institution, we are privileged to use State contracts. We also participate in joint purchase agreements with the State Universities Council, the City of Cincinnati, and others.
We welcome visits by all sales representatives and offer these few hints for promotion of a successful call:
In order for a suppliers to be added to the university’s vendor file the on-line vendor registration form must be submitted.
Note: This process merely registers the vendor with the university. It does not give the vendor an "approved" or "preferred" status, nor does it pre-empt the need for Central Purchasing to solicit bids depending on the dollar amount.
All bidders are expected to thoroughly review their quotations and to abide by the terms and conditions contained therein and on the purchase order or term contract that may result.
UC conducts two kinds of written bid openings:
Late protests which will prejudice the university or the successful vendor will not be accepted.
The university operates a Central Receiving and Distribution Center for Suppliers convenience. Each contract will identify the address.
In the case of large shipments (truckloads or heavy items) or of equipment requiring your installation, delivery vehicles must stop at the Receiving Center to pick up a verifying Store's Clerk before proceeding to the final destination.
You should make a rental charge for any unit that remains in our possession on trial beyond thirty (30) days. We would suggest 1/60 the value of the unit if no rental charge has been established by your firm. Rental payments must be applicable to any subsequent purchase. (The university department must initiate a requisition for us to recognize and process this invoice for the trial period in excess of 30 days. Remember, if we decide to buy, competition will be obtained.)
This "no obligation assistance policy" must also be understood in advance with printers, business form providers and other vendors who offer advance design assistance as a normal adjunct to solicitation. Assistance provides exposure, not commitment.
When competitively bid, the university will not pay for printing overruns. Otherwise, overruns and underruns must be limited to 5 percent.
If this policy will cause a hardship for you in any way, please ask to see the Associate VP of Purchasing before a problem occurs.